Workflow Actions

After defining statuses, the administrator needs to define the actions that will change the quote/order status. For example, a desired behavior may be to change quote status from Open to Order Placed if a user clicks on the Place Order button. There are three states in the workflow actions. Each relates to a tab on the load quote page.
My Quotes - (available for all users) My Quotes tab displays all quotes that the currently logged in user created. This will likely be the most robust workflow as it is how each user interacts with their quotes.
Waiting for approval - (This contains no quotes for most users except for users who are Approval Parents for other users). These are the quotes of other users that the currently logged-in user is their approval parent. This could be setup so that the Approval Parent has the option to:

  • Approve Quote
  • Reject Quote
  • or Forward Quote

Forward Quote may be used to forward the quote to another Approval Parent. This would be applicable in a case where the value of the quote is higher than their allowed approval amount, for example.
Other Quotes - (this also contains no quotes for most users except for the users given visibility rights) - These are quotes of other users that the logged-in user is authorized to see through rules set in the Quote Visibility section under the Quotes admin menu.

Although some users might be marked as 'inactive' in administration, their quotes are still visible, and they might appear to some users on the “other quotes” tab.

The relationships between statuses and actions are specified through the Workflow Actions section of the administration. This section is invoked by clicking on the Workflow Actions link under Workflow/Approval admin menu.
The default view of the Workflow Actions section is the Table View. This displays the workflow in a grid pattern. The table view is very efficient for defining workflow actions because it offers fewer mouse clicks and a table that shows all defined actions on one screen. The left side of the table contains Pre-Action (Start) Statuses and the top of the table contains Post-Action (End) Statuses. The list of actions in each intersecting square specifies which actions will change the status listed all the way on the left side to the status listed all the way on the top. For example, if a user clicks on Place Order while the quote is Open, the quote status will be changed to Order Placed with the Workflow Action defined below.
Alternatively you can view the workflow in a List View. This lists each start and end status along with the tab, action name, conditions, pre actions, post actions and notifications. The List View is particularly useful for viewing which actions have conditions, notifications, pre actions, and/or post actions defined. It also allows you to quickly copy, delete, edit, and search for a workflow event. In this chapter we will discuss workflow administration using the Table View.

workflowactionedit.jpg

Place Order action to move a quote from Open status to Order Placed status


Statuses can be added or removed through the Statuses section.

The status transitions with no actions defined have the sign. The status transitions with actions already defined have the [+] sign.

Workflow Actions table


When actions are already defined, click the [+] sign to view the actions.

You can also click Expand All to view all defined actions.

Expand All displays all actions defined on the current status area


Or click the [+] sign in each row or column to show all defined actions in the row or column respectively.

Order Placed column expanded


Status relations can be defined, not only for User's own Quotes (My Quotes), but for Quotes assigned to the user for approval (Waiting for approval), and for Other Quotes (for the users allowed to see quotes logged by other users). To switch between My Quotes, Waiting for Approval and Other Quotes areas, select the corresponding tab at the top left corner of the table. Consequently, status relationships can be defined for any one or all three from this screen. The active status area has the same background color as the top border of the table.
Take a look at the Workflow Actions table for SMB computer store with the Open (start) row expanded

Sections of a Typical Workflow Actions Table


On the user side, adding an item to quote creates a quote and sets the status to open (or whatever status is set as the default). A first set of actions are visible from the quotation tab.

Workflow Actions at Work (The Quotation tab)


In the My Quotes tab under Existing Quotes on the user side, another set of actions are visible to the customer.

Workflow Actions at work (Existing Quotes tab)


The process of specifying an action is performed by clicking the or button in the intersection between the Start Status and the End Status.

Buttons to click to add/edit an action


Editing a workflow event/intersection displays the status administration page where you can add and remove actions for that workflow event/intersection. At the top of the page the Start Status is given and the End Status is given.
wfstatusadmin.jpg

Order Status actions (Defining, removing and adding actions)


Next, select the actions that will generate the change.

For more information on actions see Action Details.

Next to the actions are buttons that will allow further tailoring. The following are available for each action:
Automatic Configuration - Automatic configuration determines if the items in the quote use their initial product rules and pricing (the product rules and prices used when the quote was generated) or if the items in the quote need to be reconfigured (updated using the current product).
Selecting the Automatic Reconfigure checkbox adds a suffix of R to that action, like Copy-R, or Edit-R which means that the item would be revised/reconfigured using the current rules and pricing every time the action is used.
Unchecking the Automatic Reconfigure checkbox ensures that the items in the quote keep the original rules and pricing used at the time the item was added to the quote.
Perform On - Will either be Cart or Cart Item. Cart Item actions are generally action buttons visible in the Quotation tab, while Cart actions are generally actions performed on the quote from the load quote page.
Condition - Allows a check to be performed to determine whether or not the action will be available.
Notification - Gives the ability to send out email notifications when the action is performed.
PreAction/PostAction - Custom actions can be done before or after the action is completed. Commonly this is used for CRM actions such as Create/Update Account or Contact.

Users will be unable to use the actions defined unless they have been given permission to see the actions. This is defined in the Workflow Permissions administrative section.


Next to option for switching views, there are two more options: to copy workflow (since there are three workflow tabs sometimes it can be usefull to copy the workflow from one to another) and clear workflow.

Quote actions

Calculate action , also referred to as Reprice action

Once you add product(s) to the quote, all calculations are complete. When you change something in the quote (discount percent, price, etc.), then you should click on action calculate to get the updated information, prices, etc. in the quote

Reconfigure action

This action reconfigures all items present in the quote. Also this action triggers calculate action at the end of its execution. This action is more time consuming than calculate action.

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